Village Board Meeting

VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES January 25, 2022 President Johnson called to order a virtual meeting of the Board ofTmstees at 8:00 p.m. Those present were: President Donna Johnson, Trustees Scott Adams, Peter Garrity, Matthew Hickey, Matthew Krummick, Dan Love, and James Connell. ITEMS NOT ON THE AGENDA President Johnson asked if there was any public comment, and there was none. Trustee Garrity asked about economic development grants and staff answered the questions. President Johnson also spoke to the questions. OMNIBUS VOTE AGENDA President Johnson introduced the Omnibus Vote Agenda and asked if there were any items to be removed for a separate discussion. Trustee Adams requested item 3 C be removed from the Omnibus Vote Agenda. A. Summary of Omnibus Vote Agenda Items B. Approval of Minutes of the November 23, 2021 and December 14, 2021 Village Board Meetings C. Bills for Approval D. RESOLUTION NO. 22-R-18: A Resolution Authorizing Withdrawal from Membership in a Sub-pool and Authorizing a Petition for Full Membership In, and the Terms of Membership With, the Intergovernmental Personnel Benefit Cooperative E. ARC Report F. HPC Report Trustee Adams moved to adopt the items listed on the Omnibus Vote Agenda with the exception of item 3C, in a single group pursuant to the omnibus vote procedures of the Libertyville Municipal Code, and Trustee Garrity seconded. Tmstee Garrity asked about tree plantings and President Johnson spoke to the questions. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Kmmmick, Love, and Connell NAYS: None 3C - Bills for Approval Trustee Garrity moved to approve item 3C, and Trustee Hickey seconded. The motion carried on roll call vote as follows: AYES: Trustees Garrity, Hickey, Krummick, Love, and Connell NAYS: None ABSTAIN: Adams 4 - ORDINANCE NO. 22-0-06: An Ordinance to Waive Competitive Bidding and Approve a Contract for Biosolids Dewatering & Disposal Services at the Wastewater Treatment Plant with Synagro Technologies, Inc. President Johnson noted the current biosolids (sludge) management three-year contract with Synagro Technologies, Inc. for sludge dewatering and land application (disposal) services expires on April 30, 2022. Synagro continues to have a very successful long-term working relationship with the Village spanning almost 25-years. Utilizing Synagro for these services results in a smooth and efficient operation and allows the treatment plant's staff to perform other necessary tasks. The expiring contract unit cost for sludge dewatering and disposal is $0.0527/gallon. Synagro has proposed a new unit price of$0.0700/gallon. This unit price increase is due to escalations in costs for trucking, fuel, labor and the polymers that are used in the dewater process and land application. Staff was able to receive one competitive quote from Dahm Enterprises, Inc. at $0.0900/gallon for sludge dewatering and haul-off. The proposed unit price of $0.0700/gallon from Synagro seems appropriate. Staff is proposing to waive the formal competitive bidding process and enter into a contract with Synagro Technologies, Inc. to dewater and dispose of up to 3,000,000 gallons ofsludge at a unit price of$0.0700/gallon. Sludge dewatering and off-site disposal is highly specialized and there are only a few companies that can provide both services. The proposed contract price will be for a not to-exceed amount of $210,000, which is equal to the amount of funds that are proposed in the Fiscal Year 2022/23 Annual Budget in the Wastewater Treatment Plant Operations (Account^ 20- 2022-5- 718). Staff also proposes to include language in the contract for two possible one-year mutually agreeable extensions by both parties. The unit price for the sludge dewatering and disposal will be adjusted based on the annual CPI for each contract extension. Staff recommends approval of the ordinance to waive the competitive bidding process and approve the contract with Synagro Technologies, Inc. for sludge dewatering and disposal services at the wastewater treatment plant in the not-to-exceed amount of $210,000 and authorize execution by BOARD OF TRUSTEES January 25, 2022 2 the Village Administrator, subject to the appropriation of the necessary funds in the FY 2022/23 Annual Budget. A super-majority vote is required to waive competitive bidding and therefore, five positive votes are required for approval. President Johnson asked if there was any public comment and there was none. Trustees Adams offered support for the item. Trustees Garrity, Krummick, Hickey, and Love asked staff questions and Director Kendzior spoke to the questions. Discussion ensued. Attorney Passman offered guidance based on questions from Trustee Love. Additional discussion ensued. President Johnson offered comments. Trustee Connell offered comments. Staff will secure an additional exhibit from the vendor related to fuel calculations. Trustee Love moved to approve item 4, and Trustee Adams seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 5 - RESOLUTION NO. 22-R-ll: A Resolution Approving a Supplemental Statement of Work with Municipal GIS Partners, Inc. President Johnson noted In March of 2019 the Village entered into a membership agreement with the Geographic Information Systems Consortium (GISC). The GISC has over 35 member communities and serves over 1 million residents in the Chicagoland region. The GISC's mission is to reduce the cost of GIS for small and medium-sized communities. This is done through a shared services model where communities share redundant services such as cloud-based servers and GIS development staff. Additionally, the needs of the GISC communities are often similar allowing for collaboration to solve issues. The Village has received substantial benefit from membership in the GISC through mapping services relating to utility data, zoning, addresses, field data collection, community portal, a public tree viewer and stormwater fee analysis. Additional projects such as an available property map, a welcome to the neighborhood map and a park amenities map are currently in progress. The GISC board annually determines the rate increase for MGP, the consortium's service provider. Pursuant to the contract with MGP, that increase cannot be more than 3%. For 2022 the rate increase is 2.88%. Each calendar year a Statement of Work setting forth the annual service rates and projected utilization for MGP staff in performing the GIS support services under the agreement is reviewed and approved. The GIS three-year master agreement is set to expire on April 30,2022. Therefore, staff recommends approval of the Statement of Work through the period of April 30, 2022. Staff will bring a renewal of the master agreement to the Board in April, along with the BOARD OF TRUSTEES January 25, 2022 3 Statement of Work for the remainder of the 2022 calendar year. Staff recommends approval of the attached Resolution authorizing the Village Administrator to execute the Statement of Work for the period of January 1, 2022- April 30, 2022 for a not to exceed amount of $42,692.85. President Johnson asked if there were any public comments, and there were none. Trustees Garrity and Hickey offered support for the item. Trustee Hickey moved to approve item 5, and Trustee Love seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 6 - RESOLUTION NO. 22-R-12: A Resolution Approving an Intergovernmental Agreement with Partner Members of the Lake County Crisis Outreach and Support Team (COAST) Pilot Program President Johnson noted the Lake County Crisis Outreach and Support Team (COAST) pilot program is a multijurisdictional law enforcement effort under the auspices of the Lake County Sheriff. The goal of the COAST unit is to provide specially trained police officers to assist member agencies with individuals who are experiencing a mental health crisis. The COAST program utilizes a co-responder model pairing a law enforcement officer with a behavioral health specialist to directly work with individuals in need of mental health resources. This agreement will be in full force and effect from the date of approval of the agreement unless a direct Member withdraws from this agreement at any time by written request to withdraw. There is no cost to the Village, however a Libertyville Police Officer will participate based on a rotating schedule. Staff has maintained an active role in the development phase of the COAST pilot program and recommends adoption of the Resolution. President Johnson asked if there were any public comments, and there were none. Trustees Garrity, Hickey, Kmmmick, and Connell offered support for the item. Tmstee Connell asked staff questions and Chief Rancone spoke to the question. President Johnson offered comments in support of the item. Trustee Hickey moved to approve item 6, and Trustee Connell seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell BOARD OF TRUSTEES January 25, 2022 4 NAYS: None 7 - RESOLUTION NO. 22-R-13: A Resolution for Change Order No. 1 to the Annual Streetlight Maintenance Contract President Johnson noted the Village Board approved the Annual Streetlight Maintenance Contract with Geary Electric, Inc. in the amount of $125,000 on April 13, 2021 with the passage of Resolution 21-R-49. The contract amount was based upon the available budgeted funds for Streetlight Maintenance (Account^ 01-0203-7-708) in the Streets Department Budget. This work is performed as an on-call time and material service with typical tasks including lamp/bulb and lantern replacements, cable fault repairs, pole repairs and "knockdown" replacements. The contract quantities are based upon an average of previous year's quantities, but actual quantities expended each year fluctuate due to road conditions impacted by severe weather, type of lights & poles (standard vs. decorative), accidents and the age and condition of the overall street lighting system which varies from each location. As of January 18th, the expended contract amount is approximately $118,000 based upon all the processed and pending invoices. With three months remaining in the fiscal year, the unusually high expenditures for the "knockdowns" and numerous outstanding work orders yet to be started, Staff proposes a $40,000 change order to the contract. The proposed change order will bring the contract amount to $165,000. This will result in being over budget by the amount of the change order. Staff recommends adoption of the resolution for approval of Change Order No. 1 to the Annual Streetlight Maintenance Contract with Geary Electric, Inc. and authorize execution by the Village Administrator. President Johnson asked if there were any public comments, and there were none. Trustee Adams asked staff questions and staff spoke to the questions. Trustee Garrity offered questions and comments for staff. Trustee Love offered support for the item. Trustee Adams moved to approve item 7, and Trustee Love seconded. The motion carried on roll call vote as follows: AYES: Tmstees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None BOARD OF TRUSTEES January 25, 2022 5 PETITIONS AND COMMUNICATIONS President Johnson announced the following: • The Parks and Recreation Advisory Commission will NOT meet virtually at 3:00 p.m. on Thursday, January 27, 2022. • The Police Pension Fund Board will meet virtually at 1:00 p.m. on Monday, January 31, 2022. • The Parks and Recreation Committee will meet virtually at 6:00 p.m. on Tuesday, February 1,2022. • The Human Relations Commission will NOT meet virtually at 5:00 p.m. on Wednesday, February 2, 2022. • The Firefighters Pension Fund Board will meet virtually at 8:30 a.m. on Monday, February 7, 2022 at the North Fire Station. • The Village Board will meet virtually at 8:00 p.m. on Tuesday, February 8, 2022. President Johnson noted the board and staff are monitoring COVID-19 data and will re-evaluate in-person board meetings as appropriate. Administrator Amidei reminded the board and staff the Saturday Budget meeting will take place on March 5, 2022. Trustee Adams encouraged everyone to stay safe and warm. Trustee Garrity praised the importance of the Main Street Libertyville organization. Trustee Hickey recognized the recent accomplishments of the Finance Committee and finance staff members. Trustee Krummick spoke about recent illnesses among staff. Tmstee Love encouraged everyone to stay safe and healthy. Trustee Connell offered suggestions for staff on communications with the board. Trustee Connell also mentioned upcoming small business listening sessions and also mentioned the momentum of ghost kitchens and their potential impact on the village. Clerk Stowe offered praise for the COAST program and thanked Public Works staff for their efforts on a water main break. Attorney Passman also mentioned ghost kitchens and their growing popularity. President Johnson offered guidance on staff memos and communications. BOARD OF TRUSTEES January 25, 2022 6 ADJOURNMENT With no further business to come before the Village Board, Trustee Adams moved to adjourn the meeting at 9:28 p.m., and Trustee Connell seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None Respectfully submitted, Luke Stowe Village Clerk BOARD OF TRUSTEES January 25, 2022 7